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Travel Team Agreement & Code of Conduct

STATEMENT OF PURPOSE

 

Vinci STEAM Educations team travel activities are a privilege and should be treated as such. Teams that qualified to the regional championship, US Open, and World Championship tournament are representative of all Vinci teams and even VEX robotics teams in the SNE region to the best of their ability while a member of a Travel Team. It is the responsibility of the team members, parents, chaperones, all Travel Team Coach, and all Travel Team staff to understand and abide by this Travel Team Agreement and Code of Conduct (“the “Agreement”). 

 

It is the responsibility of the Travel Team staff to enforce this Agreement, particularly the Code of Conduct. Team members, coaches, staff, and chaperones are representing Vinci and must conduct themselves in a manner that reflects positively on Vinci at all times. Team members, coaches, staff, and chaperones are expected to uphold Vinci’s positive image at all times, including, but not limited to, traveling to and from an event, during the event, in hotels, restaurants, and during all extracurricular activities.

 

GENERAL INFORMATION

 

This Agreement must be signed and agreed to by all team members, parents, staff, and chaperones traveling with Vinci teams. A copy of this Agreement must be signed by the team member and his/her parent or legal guardian. Travel Team Managers must have successfully passed a criminal background check. Travel Team Managers or Travel Team Coaches must carry a signed Medical Release Form for each team member. All members of the Travel Team, managers, and coaches must attend a team travel meeting with the Vinci Team Travel Manager or designated representative prior to the start of travel for the Travel Team. Chaperones, parents, or legal guardians are invited to attend the safe travel meeting if inclined.

 

TRAVEL TEAM MANAGER AND COACHES RESPONSIBILITIES

 

  1. Coaches and managers shall conduct themselves in a professional manner (i.e., being a good example of a coach in appearance, language, and sportsmanship).

  2. Coaches and managers shall be fully responsible to supervise, transporting, maintaining, and protecting all Vinci equipment and items, including but not limited to robots, parts, tools, transportation boxes, marketing materials, other hardware, and software properties. 

  3. Regardless of gender, a coach or a manager shall not share a hotel room or other sleeping arrangement with a team member unless the coach is the parent, guardian, sibling, spouse of that particular athlete, or have the parent or legal guardian of the team member written permission in advance. 

  4. Coaches and managers shall not possess or use any illegal drugs, medicine, or tools, while on any Vinci trips.

  5. Coaches and managers shall call meetings and communicate all known time schedules, daily meeting places, and expectations.

  6. Adult trip staff (e.g. Coaches and Chaperones) shall check on team members at all times, including but not limited to bed checks, travel to and from the venue, and meals to make sure that all team members are where they are supposed to be.

  7. Coaches and managers shall discipline team members when and where appropriate as outlined below.

  8. When only one team member and one coach travel to or from the event, the team member must have his/her parent’s (or legal guardian’s) written permission in advance to travel alone with the coach. 

 

CHAPERONES

 

All accompanying persons with the team member, such as parents, legal guardians, relatives, are treated as chaperons. Prior to acting as a chaperone on any Travel Team, each chaperone must have a safe travel meeting on the topic of team travel with the Team Travel Manager or designated representative.

 

CHAPERONES' RESPONSIBILITIES

 

  1. Chaperones shall check and supervise team members at all times, including but not limited to bed checks, travel to and from the venue, and meals to make sure that all team members are where they are supposed to be.

  2. Chaperones shall assist and support Travel Managers and Coaches during the trip.

  3. Chaperones shall be responsible for their own personal belongings.

  4. Chaperones shall be responsible for team members’ food and transportation arrangement.

  5. Chaperones shall help monitor and remind the team about the event schedule properly.

  6. Chaperones shall not interfere with any team activities, team decisions, and team members’ legit behaviors 

 

TEAM MEMBERS’ RESPONSIBILITIES

 

  1. Safety first, all team members shall behave in a manner, which ensures the safety of themselves and others at all times. DON’T do any dangerous actions or any potential dangerous actions during the trip.

  2. Team members must follow rules and guidelines set up by this Agreement. 

  3. Team members must respect everyone and be honest with other people at all times. The use of abusive language and bullying is prohibited.

  4. Team members must follow the Code of Conduct of the event and local regulations.

  5. Team members must conduct themselves in a manner that reflects positively on Vinci at all times. Team members are expected to uphold Vinci’s positive image at all times,

  6. Team members shall wear team clothes during the event.

  7. Team members must follow the Team Travel Manager, Coaches, and Chaperones’ instructions during the trip. 

  8. Team members shall follow the Competition Team Manager’s instructions.

  9. Team members must follow the trip and event schedule strictly.

  10. Team members shall remain with the Team at all times during the trip. Team members are not to leave the competition venue, the hotel, a restaurant, or any other place at which the Team has gathered without the permission/knowledge of the Team Manager, Coaches, or Chaperones. 

  11. Team members shall attend all team meetings and gatherings.

  12. Team members shall report to the Team Manager, Coaches, or Chaperones if they feel sick, uncomfortable, or have any unwell status immediately.

  13. Team members must use all Vinci equipment in a gentle way and must maintain and protect all equipment in a proper way. 

  14. There will be no running, loitering, yelling, or playing in the public areas, transportation, and the hotel. 

  15. Team members shall keep clean and clean up the pit areas, practice area, hotel rooms, restaurants, transportations, and other related places.

  16. There shall be no loud talking or loud music to disrupt anyone else’s stay at the hotel. 

  17. Team members shall go to bed before 10 PM each day.

  18. When visiting public places such as shopping malls, movie theaters, etc., Team members shall stay in groups of no less than three persons. 12 & Under Team members shall be accompanied by a Coach or Chaperone. 

  19. The use of alcohol, tobacco, or illegal drugs is strictly prohibited. 

  20. Each team member is responsible for any and all damages to property caused by the team members.

 

FAILURE OF A TEAM MEMBER OR CHAPERONE TO ABIDE BY THE TERMS OF THIS AGREEMENT ON VINCI TRAVEL TRIPS WILL RESULT IN THE FOLLOWING 

 

  1. The Travel Team Manager will gather as much information as possible surrounding a violation of this Agreement before the Travel Team Manager or the Coach renders a decision regarding the violation. This process may include speaking with all affected team members, reviewing any electronic media posts/information on the affected team members’ electronic devices, and gathering information from other Travel Team Members. 

  2. The Travel Team Manger, Coaches, Chaperones shall provide a verbal warning to the infracting team member, if deemed necessary, a written warning may be issued for the infracting team member.

  3. At the sole discretion of the Travel Team Manager, a team member may be prevented from the remaining event or not be allowed to participate in the remainder of the activities. 

  4. At the sole discretion of the Travel Team Manager, a team member who is in a major infraction, may be sent home at the team member’s expense. 

  5. At the sole discretion of the Travel Team Manager, if the chaperone interferes with the team activities, team decisions, and team member's legit behavior, the Coach or Team Manager may speak to the chaperone about the incident in question and may stop the chaperone involve for the remainder of the event. 

  6. Vinci may ban the team member who has a major infraction for future travel events. 

 

It is anticipated that all involved will have a positive experience. For the safety of all travelers, rule violations will be dealt with in a very direct manner. The very best is expected from all Vinci personnel associated with the Travel Team. 

 

I understand that I represent Vinci and that any inappropriate behavior from the beginning to the end of the Team Travel Trip, will not be tolerated. I have read and do hereby agree to and will abide by this Agreement as stated above.

Warning: This agreement is legally binding. By signing it you give up your right to recover compensation through the courts or otherwise, for any personal injury, damage to your property, or for your or your child’s death, is caused by negligence, accident, or otherwise. Parent/legal guardian signature is required for participants under 18 years old. 

I CERTIFY THAT I HAVE READ THIS DOCUMENT AND I FULLY UNDERSTAND ITS CONTENT. I AM AWARE THAT THIS DOCUMENT INCLUDES A RELEASE OF LIABILITY AND A CONTRACT AND I SIGN IT OF MY OWN FREE WILL. 

Thanks for consenting.

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